aca 2017 reporting instructions · 2017-12-13 · locate the table guide in the appendix for 1095-b...

Specialized Data Systems, Inc.

ACA 2017 Reporting

Web Financial Office ACA 2017 Reporting Instructions Specialized Data Systems, Inc. © 2017 Revised Last: 12.12.2017

Specialized Data Systems

SDS ACA 2017 Reporting Instructions

Copyright ©2017 by Specialized Data Systems, Inc. - 12.13.2017| 2

Table of Contents

SDS ACA 2017 Reporting Instructions ............................................................................... 3

Preliminary Steps and Information Gathering ...........................................................................3

Setup Steps ..............................................................................................................................6 Step 1 – Update Web Financial Office ........................................................................................................... 6 Step 2 – Update the Deduction Master ......................................................................................................... 6 Step 3 – Run the ACA Data Utility Program ................................................................................................... 8

Entering Data for ACA Reporting ............................................................................................. 10 1

st Area – District Information ..................................................................................................................... 10

2nd

Area – Employee Master ........................................................................................................................ 11 Main Entry View 1 - ACA View “ACA Employee Demographics” ............................................................. 11 Main Entry Area 2 - ACA Employee Offer and Coverage ......................................................................... 12

3rd

Area – Dependent Information .............................................................................................................. 16 Option 1 – Entry View.............................................................................................................................. 18 Option 2 – Import from CSV or XLSX ....................................................................................................... 20 Option 3 – Employee Portal .................................................................................................................... 22

Verification Reports & 1095-B/1095-C Forms .......................................................................... 24 Data Verification Reports............................................................................................................................. 24

ACA Dependent Coverage Review........................................................................................................... 24 ACA Employee Data Review .................................................................................................................... 25 Time/Hrs Customizable Payroll Report ................................................................................................... 26

METHODS OF DELIVERY FOR 1095 FORMS .................................................................................................. 27

TIPS FOR 1095-B and 1095-C FORMS ....................................................................................... 30

PRINTING 1095 FORMS ........................................................................................................... 32

DELIVERY OF 1095 FORMS VIA MESSAGE CENTER AND EMAIL ................................................. 33 ELECTRONIC FILING ...................................................................................................................................... 35

1095-B (Health Coverage Form) .............................................................................................................. 36 1095-C (Employee Provided Insurance Offer & Coverage) ..................................................................... 37

Third Party Interface (Set-Seg) ................................................................................................ 38

Appendix ............................................................................................................................... 39 1095-B Form Example .................................................................................................................................. 39 1095-B SDS Data Field Reference ................................................................................................................ 40 1095-C Form Example .................................................................................................................................. 41 1095-C SDS Data Field Reference Table ....................................................................................................... 41 Handout for Employees - How to Enter Dependents into Employee Portal ................................................ 43





These instructions will take you through SDS ACA processing for 2017. If you are interested in a online course on ACA processing that includes a video and live Q & A call please visit http://schooloffice.com/sdsservices/sds-online-continuing-ed-courses-registration/ . If at any time during you have a question please feel free to contact SDS support by going to https://sc.schooloffice.com/supportconnect/default.aspx and we are here to help.

Preliminary Steps and Information Gathering

Welcome to SDS setup for Affordable Care Act (ACA) reporting. We will begin with some Preliminary Steps which will prepare you for success in processing the ACA Forms for 2017. Gather Information and Prepare for Success Before starting any work on 1095-B or 1095-C Forms, take the needed time to prepare the needed information:

1. Read all documentation and Instruction offered by the IRS to determine what is needed for your district’s reporting purposes. Links for your reference: https://www.irs.gov/uac/About-Form-1095-B https://www.irs.gov/uac/About-Form-1095-C

2. Determine which IRS form your district is responsible for reporting. 3. Determine your group of support who can help answer questions during this process. (IRS,

Auditors, Accountants, Insurance company rep)

Locate the Table Guide in the Appendix for 1095-B and 1095-C Forms In the appendix of this documentation, there is a table, for each 1095 form. This table lists each field of each 1095 form and lists the location, within SDS, where that data will be pulled. Ensure Access to Menu Options Review the Menu options listed below, which are needed for ACA Processing. Work with your tech/system administrator to make sure you have access to these SDS menu options.

Master File and Code Entry Options o Master File Horizontal Data Changes |Entry Option Deductions/Benefits Master o Master File Vertical Data Entry and Changes

Human Resources o Human Resource Control Center o Add, Change Employee Information o Employee Horizontal Data Changes

Employee Portal (*Optional-rights to this option will only be needed if you choose to have your employees enter their dependents’ information - details are discussed later in this documentation.)

http://schooloffice.com/sdsservices/sds-online-continuing-ed-courses-registration/

https://sc.schooloffice.com/supportconnect/default.aspx

https://www.irs.gov/uac/About-Form-1095-B

https://www.irs.gov/uac/About-Form-1095-C




Payroll Processing |Customizable Reports

Payroll Processing | State/Federal Reporting |Affordable Care Act Reporting

Administrative Utilities |SDS Web Office Settings (*Optional – only needed if you wish to Password Protect PDF export files. Your administrator can turn this setting on for you if needed. Adding a password to a PDF export is covered later in this document.)

General Accounting Reports |Payroll and Human Resources Set Full Time Y/N and Hire/Termination Dates SDS has designed special data views to consolidate the fields needed for ACA reporting. The fields “Full Time YN”, “Hire Date”, and “Termination Date” need to be reviewed for use when running the ACA Data Utility.

1. Select Human Resources 2. Select Employee Horizontal Data Changes 3. Select the dropdown next to Entry Views and scroll up to select “ACA Employee Demographics” 4. Verify/Change your employee records and select the Save Icon. Make sure you click save before

advancing to review a new page of employee records. 5. Enter Y or N in the field “Full Time YN” 6. Enter a “Hire Date” for each employee. 7. Enter a “Termination Date” on any employee records, as it applies. TIPS:

a. Keep in mind you can use the Search button and Mass Chg button on this screen to find a specific group of employees or make a mass change.

b. You may need to select “Inactive?” at the top center of the screen to display employee records that have been marked “N” in the field “Pay”. If an employee has been marked “N” in the “Pay” field but they will be receiving a 1095 form, the record needs to be reviewed.




Verify Social Security Numbers 1. Select Payroll Processing 2. Select Employee Horizontal Data Changes 3. Under the “Entry Options” dropdown menu, select “Employee Demographics (Basic Fields)”. 4. Verify the Social Security Numbers for all employees 5. Select “Inactive” to also verify the SSN for any employees marked “Inactive” who will be

receiving a 1095 form.




Setup Steps

Step 1 – Update Web Financial Office

If your site is hosted by SDS, you do not need to update your system. It will be updated for you. If your site is hosted on your server, make sure your tech updates your Web Financial Office on a consistent basis so you will always have the most current ACA programs and reports.

Step 2 – Update the Deduction Master

This section explains how to indicate the Deduction/Benefit records that represent your health insurance records. This process is vitally important to the process as each individual for whom a 1095 form will be printed needs to be tied to one of the Health Insurance Deduction or Benefit Records.

1. Select Master File and Code Entry Options 2. Select Master File Horizontal Data Changes 3. At the top of the screen, select the “Entry Options” dropdown menu, and select

“Deduction/Benefits Master” 4. Select the following sorts :

a. Under “First Field to Edit” select “Single_Monthly_Cost”. This field will be displayed as the first column to edit. See screen print below.

b. To the right of that selection under “Sort By” select “Garnishment_Uses_MWA”. This will sort your records based on this field.

5. Find the Deduction/Benefit Record(s) that represent health insurance coverage for your district. In each record, in the column Single Monthly Cost, enter the amount for the employee’s share of the lowest cost monthly premium. This amount should be the self-only minimum essential coverage providing minimum value that your employer offers to their employees. If applicable this amount will be reported in Part II line 15 on form 1095-C.

6. On the same Health Insurance Records, enter an “H” in the “Garnishment Uses MWA” field to the right of that amount.

a. The field “Garnishment Uses MWA” is normally used when processing Garnishments through payroll. The Garnishments field uses an “H” to indicate Health Insurance. For 1095 processing, this field will serve a double duty and will be used to indicate which deduction/benefit items are Health Insurance Codes. If you don’t know which deductions on which to enter the code of “H”, please contact your insurance company, auditor, or the IRS.

7. Click Save




Step 3 – Run the ACA Data Utility Program

Running the ACA Data Utility will aid in preparing the Affordable Care Act Data Views for processing and will aid in helping to auto-fill key fields for ACA Reporting. To Access the ACA Data Utility

1. Select Human Resources 2. Select Human Resource Control Center 3. On the left under Processing Options click on Affordable Care Act

PREPARE FOR 2017 All Users should select “Prepare for 2017” Selection of this option will do the following:

1. Move last year’s records, if you processed ACA information in SDS, to an archive area for retention if needed in the future.

2. Change/Add the year “2017” in the field “Coverage Year” in the ACA View “ACA Employee Offer and Coverage”

CREATE/RESET ACA SPECIFIC INFORMATION Read through the options below to determine which scenario best describes your district OPTION 1: Our district has run ACA Forms through SDS Web Financial Office in the past and our forms will look similar to our reporting for last year. There have been new employees hired to the district and I choose to manually enter the Offer and Coverage Codes for these new employees.

OPTION 2: Our district has run ACA Forms through SDS Web Financial Office in the past; however, we would like SDS to set the “Default Values” in the “Auto-Fill” Fields for new employees.

OR This is our first year for running ACA Forms through SDS Web Financial Office. FOLLOW THE INSTRUCTIONS ON THE NEXT PAGE FOR THE OPTION YOU HAVE SELECTED




OPTION 1: DO NOT SELECT “Create/Reset ACA Specific Information”. DO NOT SELECT any other options of the ACA Data Utility Proceed to review all settings in the ACA View “ACA Employee Offer & Coverage” OPTION 2:

1. Make sure there is a checkmark in the option “Only change blank or 0 data values in the ACA area”

2. Select “Create/Reset ACA Specific Information”

This utility will auto-fill the following fields in the ACA View “ACA Employee Offer & Coverage” FOR FULL TIME EMPLOYEES If an employee has been employed for the entire calendar year the following fields/settings will be auto-filled by the system. ˃ Covered_All_12 is filled in with a Y ˃ Offer_of_Coverage_All_12 is filled with 1E ˃ Employee_Share_All is filled with the amount from the field Single_Monthly_Cost in the

deduction master for the deduction the employee has ˃ Safe_Harbor_All_12 is filled with 2C

FOR EMPLOYEES WHO ARE NOT FULL TIME EMPLOYEES If the employee has not been employed for the entire calendar year, the program uses the hire and termination dates to determine what months the employee has been employed and the following occurs: ˃ Covered_All_(Jan – Dec) fills the specific months of employment with a Y ˃ Offer_of_Coverage_All_(Jan – Dec) fills the specific months of employment with 1E ˃ Employee_Share_(Jan – Dec) fills the specific months of employment with the amount from

the field Single_Monthly_Cost in the deduction master for the deduction the employee has ˃ Safe_Harbor_All_(Jan – Dec) fills the specific months of employment with 2C




Entering Data for ACA Reporting

There are three main entry areas of data entry for ACA Processing: District Information, Employee Information and Dependent Information.

1st Area – District Information

In this section enter the district name, address (street, city, state, and zip), Federal ID # (EIN) and district phone number

1. Select “Master File and Code Entry Options” 2. Select “Master File Vertical Data Entry and Changes” 3. Select the “Entry Options” dropdown menu and select “District Information”. 4. Verify or Enter the following fields: The information that you see entered on this screen is

what will be printed on your forms so please make sure it is correct: a. District Name b. District Address (Street, City, State and Zip Code) c. Federal ID# (*this is your EIN number on the forms and is very important)

5. Click Save .




2nd Area – Employee Master

There are two main ACA Employee entry views in the Employee Master.

Main Entry View 1 - ACA View “ACA Employee Demographics”

In this data entry view, review each employee’s address. Review all records to ensure these fields are populated on all employees. If any changes need to be made, this is the entry view to change it in.

1. Select Human Resources 2. Select Employee Horizontal Data Changes 3. Select the dropdown next to Entry Views and scroll up to select “ACA Employee Demographics” 4. Verify the Employee’s Name and Address.

NOTE: You may need to select “Inactive?” in the upper center portion of the screen to display employees who have been marked with an “N” in the field “Pay”

5. Change your employee records and click Save.

TIP: a. Keep in mind you can use the Search button and Mass Chg button on this screen to find

a specific group of employees or make a mass change.




Main Entry Area 2 - ACA Employee Offer and Coverage

This section will step you though how to review and enter Employee Offer and Coverage information. A Form will be generated for any employee who has the following criteria: ACA_Coverage_Year = 2017 ACA_Current Status is NOT equal to I (Letter “I” for Inactive)

1. Select Human Resources 2. Select Employee Horizontal Data Changes 3. Select the dropdown next to Entry Views and scroll up to select “ACA Employee Offer &

Coverage” NOTE: If you are processing ACA Forms through SDS, do NOT select the data view “ACA Employee Status Pay and Job (Set Seg)”. This view is only used by clients processing ACA Forms through a third party company called Set Seg.

4. Determine which Employees will receive a 1095 Form for 2017. If an employee is to receive a 1095 form, make sure their record reflects: ACA_Coverage_Year = 2017 ACA_Current Status is NOT equal to I (ex: Inactive) (See Screen on Next Page) INACTIVE EMPLOYEES: If an employee has been marked “Inactive” within the past year, you will need to access these records to make sure the settings are correct for 1095 Processing. 1. Select the “Inactive” Icon in the top center of the screen to display any individual marked as

an “Inactive” employee. 2. Review all employee records who should receive a 1095 form. 3. Make sure the Coverage Year is set to 2017 4. Make sure the ACA Current Status has a setting of “A” or the applicable setting that is NOT

equal to “I” (Inactive).




5. Review all columns to the right of the employee name and adjust/enter correct data. These are the fields that are reported on the 1095-C form Under Part II “Employee Offer and Coverage”. Please review the IRS instructions for more clarification https://www.irs.gov/uac/About-Form-1095-C

ASSIGNING REASON CODES AND EMPLOYEE SHARE AMOUNTS IF THE RATE IS UNCHANGED

If the “Offer of Coverage Reason Codes”, “Safe Harbor Reason Codes”, or “Employee Share Amounts” have the SAME Codes/Rates for all 12 Months of the year, use the fields: “Offer of Coverage All 12”, “Employee Share All”, and “Safe Harbor All 12”

ASSIGNING REASON CODES AND EMPLOYEE SHARE AMOUNTS FOR DIFFERING RATES THROUGHOUT THE YEAR If the “Offer of Coverage Reason Codes”, “Safe Harbor Reason Codes”, or “Employee Share Amounts” had different Codes/Rates at all throughout the year, you will need to enter the “Offer of Coverage Reason Code”, “Safe Harbor Reason Code”, and “Employee Share Amount” for EACH month of the year.

Do NOT use the fields “Offer of Coverage All 12”, “Employee Share All”, and “Safe Harbor all 12” if there were ANY differing reportable reason codes or rates. These fields would be used ONLY if the reportable Reason Codes and Rates remained unchanged throughout the year.

TIP 1: USING SORTS AND MASS CHANGE FOR EASE OF DATA ENTRY

Keep in mind you can use the Search button and Mass Chg button on this screen to find a specific group of employees and make a mass changes to ease the data entry for these fields.





TIP2: INACTIVE EMPLOYEES: If an employee has been marked “Inactive” within the past year, you will need to access

these records to make sure the settings are correct for 1095 Processing. a. Select the “Inactive” Icon in the top center of the screen to display any individual

marked as an “Inactive” employee. b. Review all employee records who should receive a 1095 form.

LOCATING ALL 12 MONTHS OF THE YEAR (2 Options for Entry)

ACA Employee Offer & Coverage-Employee Horizontal Data Changes If you need to assign an Offer Of Coverage Reason Code or an amount to each individual month of the year, you may use the scroll bar above the data grid, and/or select “First Field to Edit” and select a field (ex: Offer of Coverage May) that will allow you to move across the screen to access the fields for each Month of the Calendar year. ACA Employee Offer & Coverage- Add, Change Employee Information A new entry option may also aid in efficient entry of “ACA Employee Offer & Coverage” *Select Human Resources *Select Add, Change Employee Information *Select the Employee for Entry of Different Reason Codes/Employee Share Amounts *Check the box “ACA Employee Offer & Coverage” at the top of the screen *All 12 months of the year are displayed on one “easy to use screen”. *Use the drop down menu options to Enter the “Offer of Coverage” and “Safe Harbor” Reason Codes for each month of the year. *Select the “SAVE” button at the top of the screen to record the time stamp for saving the data.




6. The Plan Start Month has been deemed as an “Optional” field for 2017 by the IRS. If you wish to

enter the Plan Start Month for reporting on the 1095-C Form, you may enter the appropriate two-digit number for the month you would like to report for each employee in the field “Plan Start Month”. You may want to use the “First Field to Edit” and select “Plan Start Month” to make entry of this information easier. The information below is taken from the IRS 1095-C instructions.

7. Click Save before leaving each page if you have entered or changed any information in this view.




3rd Area – Dependent Information

This section will cover the three different ways you can enter employee dependent’s data into SDS for the 1095-B and 1095-C forms. You can choose to use one option or all options to get this data entered. The dependent information is printed in Part III of Form 1095-C and in Part IV of Form 1095-B. If an employee has more than six dependents, they will print on the third page of the 1095 forms. 1095-C

Questions about the form click this link: https://www.irs.gov/uac/About-Form-1095-C 1095-B

Questions about the form click this link: https://www.irs.gov/uac/About-Form-1095-B






The ways that Employee Dependent Information can be entered are: You can enter dependent’s data in an entry view like we did in the previous areas, import dependent records from a CSV or XLSX into the system, have employees enter the data through the Employee Portal, or use a combination of all the different entry options. You choose. Below are the different options with step-by-step instructions.

Option 1 = Entry View Option 2 = Import from CSV or XLSX Option 3 = Employee Portal

NOTE: If you have determined that your employee’s name should be listed as a Dependent and should appear in Part IV of Form 1095-B or Part III of Form 1095-C, a record can be added automatically in the ACA Employee Dependent View. If you have any questions concerning whether the employee should/should not be listed in the “Covered Individuals” section of the 1095 forms, please consult your auditor, accountant, or the IRS.

To add a record in the “ACA Employee Dependent View” for the employee who is employed by the district. 1. Select Human Resources 2. Select Human Resources Control Center 3. Select “Affordable Care Act” 4. Select “Add/Update Employee Name to Dependent Area

To delete the record in the Employee Dependent View for the employee who is employed by the district. 1. Select Human Resources 2. Select Human Resources Control Center 3. Select “Affordable Care Act” 4. Select “Remove Employee Name from Dependent Area”




Option 1 – Entry View

This option simply involves going to the ACA Dependent Information entry view and typing in the dependent information.

1. Select Human Resources 2. Select Employee Horizontal Data Changes or Add, Change Employee Information 3. Select the “Entry Options” dropdown menu and select “ACA Employee Dependent Information” 4. Review all columns to the right of the employee name.

IN ORDER FOR A DEPENDENT TO APPEAR ON THE 1095 FORM, MAKE SURE THE FIELD “COVERAGE YEAR” IS POPULATED. TWO OPTIONS FOR DEPENDENT ENTRY 1. Employee Horizontal Data Changes

a. TO ADD A DEPENDENT: i. Place a check in “q-List & Add Options”

ii. Select the employee name under “Employee q-list” on the far left.

iii. Click on the plus sign + to add a dependent.

iv. Enter in the data and click save . v. Tip: If a Dependent’s LAST name is the same as the employee’s LAST name,

enter just the Dependent’s FIRST name. When the entry is complete, select the Save icon and the Last Name Field will be automatically populated with the last name of the employee.

vi. Check the box “Auto add if no records found” to automatically add a new Dependent record if a selected employee does not already have a dependent record. This will save you the step of selecting the + (add icon) to add the first dependent record for each employee.

b. TO EDIT A DEPENDENT: i. Select the employee name under “Employee q-list” on the far left.

ii. Enter in the correct data and click save . c. TO DELETE A DEPENDENT:

i. Place a check in the box to the left of the “Employee number*” field for the dependent you want deleted and click the “X” icon under Delete.

ii. Click save .




2. Add, Change Employee Information

A new entry option may also aid in efficient entry of “ACA Dependent Information” *Select Human Resources *Select Add, Change Employee Information *Select the Employee for Entry of Dependent Information *Check the box “ACA Dependent Information” at the top of the screen *Enter the Information for the Dependent *Select the “SAVE” button at the top of the screen to record the time stamp for saving the data.




Option 2 – Import from CSV or XLSX If you have a CSV or XLSX file that contains all of the dependent information, you can import it into SDS. This process will import by using employee number or social security number as the key field. IN ORDER FOR A DEPENDENT TO APPEAR ON THE 1095 FORM, MAKE SURE THE FIELD “COVERAGE YEAR” IS POPULATED. TO DELETE DEPENDENT INFORMATION FROM A PRIOR YEAR IMPORT If you have imported dependent information from a prior year that you wish to remove so a new complete file can be imported:

1. Select Human Resources Control Center 2. Select “Employee Horizontal Data Changes” 3. Select the “Entry Options” dropdown menu and select “ACA Dependent Information” 4. Click on the green “Check Mark” column heading. This will mark all records on the page. 5. Select the “Delete Icon” to delete these records. 6. Repeat this process for each page of records in the “ACA Dependent Information” view.

TO IMPORT NEW DEPENDENT INFORMATION To import data into SDS follow these instructions:

1. Select Human Resource Control Center 2. Select the bottom option “Import Employee Information” 3. Follow the blue numbers on the left side of the screen:

1. Click on the dropdown and select ACA Dependent Information

2. Click “Browse” to locate your CSV or XLSX file

3. Click View Import (more options will then appear)

4. Look at the bottom of the screen and match up the fields that are needed with what was pulled in from your import. Please note the fields with ** are required.

5. Click on “Check Import Information” button.

6. Import the Data

Tip: If you need to change the match up of the fields simply change them. To start from scratch click “Clear Field Selection” in number 4. If you need to undo the import simply click on “Undo Import” to the right of number 1.




Once the import is complete, go into Human Resources |Employee Horizontal Data Changes |Select Entry View “ACA Employee Dependent Information” and verify that the import was successful.




Option 3 – Employee Portal

If your district has activated the Employee Portal for use by your employees, you can ask the help of your employees to enter their dependent’s information. After the employees enter their dependent’s information, the Business Office will do a final review of the data and have the authority to approve these entries before the information is changed within the system. If you do not have the Employee Portal activated and would like to set it up for your users, click on the links below and follow the instructions. http://help.schooloffice.com/financehelp/#!Documents/activatingtheemployeeportal.htm http://help.schooloffice.com/financehelp/#!Documents/settingupsecurityfortheemployeeportal.htm Tip: In the Appendix, there is a handout to share with your employees that provides step by step instructions for entry of dependent information through the Employee Portal. You can print this handout and share this with your employees or copy and paste the document into an email.

ENTER DATA IN EMPLOYEE PORTAL

1. Select Employee Portal 2. Select Change Basic Information 3. Select ACA Dependent Information

4. Click on the + to add a dependent.

5. Enter their data.

Note: If you enter a dependent without a last name, the SDS system will add the employee’s last name to the dependent records when the office approves the entry.

6. Click on save

7. Repeat by clicking on +, enter data and save for each dependent.

http://help.schooloffice.com/financehelp/#!Documents/activatingtheemployeeportal.htm

http://help.schooloffice.com/financehelp/#!Documents/settingupsecurityfortheemployeeportal.htm




APPROVE DEPENDENT ENTRIES

After the employees have submitted the request to add or change their dependent records, the Business Office will receive a message prompting that there are data changes ready for review, upon login to the employee master. Simply click OK on the message.

To approve the dependent entries:

1. Select Human Resources 2. Select Employee Horizontal Data Entry

3. Select the Approve Changes button

4. The Change and Request Option screen will display (Approval screen). 5. Select the dropdown and select “ACA Dependent Information” (This will then show only ACA

dependent records) 6. Select the white boxes to check the records you would like to approve.

Note: The green button showing a check mark will check or uncheck all records when pushed.

7. Select the “Approve if Checked” button to approve. 8. When you are done with the approval screen, close it.

Tip: You can view and adjust these records after approving them in Human Resources |Employee Horizontal Data Changes |Entry View = ACA Dependent Information.




Verification Reports & 1095-B/1095-C Forms

Now that the data is entered for your district, employees, and dependents, you can print verification reports. SDS does NOT create/print a 1094 Transmittal form. SDS DOES offer reports that can be helpful in completion of a 1094 Transmittal form.

Data Verification Reports

There are a few reports you can run to verify ACA data. Two are located in Reports |General Accounting Reports |Payroll and Human Resources and another can be found in Payroll Processing |Customizable Reports.

ACA Dependent Coverage Review

1. Select Reports 2. Select General Accounting Reports 3. Select Payroll and Human Resources 4. Select ACA Dependent Coverage Review

*these examples were created with test data. Your data will display differently since you have live data.

NOTE: The information displayed in the “Other Fields” section of this report may/may not be used for generation of the 1095 forms. To determine the fields that are used on the 1095 forms, please see the Appendix of this documentation for the grid layouts for the fields used for the 1095 B and 1095 C Forms.




ACA Employee Data Review

1. Select Reports 2. Select General Accounting Reports 3. Select Payroll and Human Resources 4. Select ACA Employee Data Review

NOTE: This report contains a summary page that may be helpful in completion of the 1094 Transmittal Form.

*these examples were created with test data. Your data will display differently since you have live data.




Time/Hrs Customizable Payroll Report

Another verification report to run/create is located in Payroll Processing |Customizable Reports. Follow the instructions below to create this report.

1. Select Payroll Processing 2. Select Customizable Reports 3. On the right side of the screen under the report name box select “SDS Library” 4. Select either “Average Hours Payroll Date Range” or “Average Hours Work Week Range” 5. Select in the box “Auto Answer” under 3 - 6 6. Enter your payroll date range at the bottom of the screen.

(I.e. 1/1/2017to 12/31/2017)

7. Select the preview button at the top of the page




METHODS OF DELIVERY FOR 1095 FORMS

After you have entered and verified all of your data, the next step is to print the forms. METHODS OF DELIVERY OF 1095 FORMS

1. Printed Paper Copy of the form. 2. Delivery to the Employee Portal via Message Center (RECOMMENDED) 3. Delivery through email (REQUIRES EMPLOYEE AUTHORIZATION)

PRELIMINARY STEPS IF 1095 FORMS WILL BE DISTRIBUTED VIA MESSAGE CENTER

1. Activate Employee Portal

a. If you are currently using the Employee Portal and your employees receive their payroll direct deposit voucher via the Message Center, make sure that you have added the employee portal for any new employees. If you have not, follow the instructions in the link below:


b. If you have not activated the Employee Portal and would like to start using this method of delivery for your payroll direct deposit vouchers, W2 forms, and 1095 Forms, follow the instructions from the first link, for activation, and the second link, for setup and security changes.

http://help.schooloffice.com/financehelp/#!Documents/activatingtheemployeeportal.htm http://help.schooloffice.com/financehelp/#!Documents/settingupsecurityfortheemployeeportal.htm

2. To Activate and Assign an additional master password for exported files

1. Select Administrative Utilities 2. Select “SDS Web Office Settings” 3. Select the “General” Tab 4. In the field “PDF Password Protection Master Password” enter the password to be assigned

in addition to the optional user password for all exported files. 5. In the field “Password Protect PDF export to Message Center”, enter a “U” to allow the

user to determine the password. 6. At the same time you could put a “U” in the Password Protect Payroll Vouchers when e-

mailed if you would like. 7. Select “Save Changes” 8. Logout of SDS and back in to apply this setting.


http://help.schooloffice.com/financehelp/#!Documents/activatingtheemployeeportal.htm





PRELIMINARY STEPS IF 1095 FORMS WILL BE DISTRIBUTED VIA EMAIL It is STRONGLY recommended that the system operator first run a quick test of the email process by sending only one 1095 form probably sending the form to their own email address. You may want to repeat the test by sending out a few more forms to other personnel within the office. When the 1095 forms are sent via email the above test needs to be done as the forms will not be able to be pulled back if something is not correct. It is important to complete all the setup steps listed below:

Enter Server and Return Email Address Information

1. Select Administrative Utilities 2. Select SDS Web Office Settings 3. Select the Email Settings tab at the bottom left of the screen. Enter Server Name or IP Address 1. Enter the external full DNS name or external IP address of the SDS Web Office Server. This

address will be used for the URL in the e-mail that is sent (if applicable). a. For Hosted Clients, this is not needed for emailing but would be: (ex:

ssl.schooloffice.com) 2. Enter the SMTP Server: Enter the name or IP address of your SMTP Server. This address will be

used by SDS Web Office to send e-mails. Make sure the SDS Web Office Server has permissions to relay e-mail through this.

a. For Hosted Clients, enter: 192.168.11.54 3. Enter the Return Email Address 4. Send a test email message 5. Save the settings

Enter Email Information for the Person Sending 1095 Forms by Email 1. Select Master File and Code Entry Options 2. Select Master File Vertical Data Entry and Changes 3. Entry Options dropdown, select “Users” 4. In the Teacher Name list on the left, locate the person who will be sending the Direct Deposit

Vouchers by Email and select that person 5. Enter that person’s “email address” 6. Select the Save icon

Enter Email Information for all Employees who are Receiving a 1095 Form by Email 1. Select Payroll Processing 2. Select Employee Horizontal Data Changes. 3. On the Entry Options dropdown menu, select Employee Demographics (All Fields) 4. On the “First Field to Edit” dropdown menu, select “Email Name” 5. Enter the employee’s email address into ‘Email Name’ field for all employees who are to receive

their 1095 by Email 6. Select the Save icon




Setting up the Verification to allow 1095 Forms to be Emailed to the Employee 1. Select Payroll Processing 2. Select Employee Horizontal Data Changes 3. On the Entry Options dropdown menu, select Employee Demographics (All Fields)

Select the “First Field to Edit” dropdown menu, select “Email W2” (This field will also be used to activate emailing of 1095 forms)

4. Upon receiving verification from the employee that they are authorizing their 1095 to be sent to them via email, change this field to a ‘Y’. The ‘Y’ in this field will then allow the 1095 to be sent electronically.

To activate the 1095 email Option in SDS Web Settings 1. Select Administrative Utilities 2. Select SDS Web Office Settings. 3. Select the “Payroll” tab at the left side of the screen. 4. Scroll to the bottom of the options and locate “W2 Email Delivery-Allow”. (This option is also

used for allowing 1095 forms to be delivered via email) 5. Enter a “Y” 6. Select “Save Changes”




TIPS FOR 1095-B and 1095-C FORMS

1. TIPS FOR 1095-B Forms

Parameter 1: “Select the Origin of the Policy you would like displayed in part 1 #8” The item selected from this dropdown menu will determine what letter will appear in Part I, #8 of the 1095-B Form. Parameter 2: “Select the type of coverage you have” If you selected B for the type of Origin, then select Employer Sponsored Coverage (self-insured)

If you select “Employer Sponsored Coverage, Part III of the form will populate with your District Information.

If you select “insurance Company Coverage, Part III of the form will populate with the Insurance Company’s Vendor Information.

2. TIPS FOR 1095-C Forms




Parameter 1: Select the type of coverage you have: *If you select “Employer Sponsored Coverage (self-insured)”, then an X will be placed in the checkbox in Part III of the 1095-C Form *If you select “Insurance Company Coverage”, the checkbox in Part III of the 1095-C Form will remain BLANK Line 15-Should an Amount appear? Per the IRS Guidelines, an amount will ONLY display in Line 15 of the 1095-C Form if the “Offer of Coverage Code” entered on the employee’s record in the ACA Offer & Coverage View was one of the following codes: 1B, 1C, 1D, 1J, 1K.

If you used 1A as an “Offer of Coverage Code”, an amount will NOT appear on Line 15, per IRS Guidelines.

If you feel an amount should appear on Line 15 for an individual’s 1095-C Form, please review the IRS Guidelines and review the “Offer of Coverage Code” assigned to the individual.

Verbage from IRS Instruction for Form 1095-C




PRINTING 1095 FORMS

1. Select Payroll Processing | Click on State/Federal Reporting and 3rd Party Export 2. Select the dropdown menu next to “Select Your State” and select “Affordable Care Act

Reporting” (DO NOT SELECT A SPECIFIC STATE BUT SCROLL UP TO THE TOP OF THE ALPHABETIZED LIST)

3. To the right, select the type of form you will be issuing: 1095-B (Health Coverage Form) or 1095-C (Employee Provided Insurance Offer & Coverage).

4. In the field “Calendar Year”, enter 2017. 5. Verify/Fill all the data fields under “District Address, Contact, Account #’s and Other Coding

Information”. See screen print below. 6. Then select “Create Report”. *When you print the report please take a couple employees and

verify their information.

7. Select the correct options for each of the listed parameters. If you have questions on answering each of the parameter questions, please consult your accountant, auditor, insurance company, or the IRS.

8. Upon display of the forms, if you will be printing a paper copy of the forms, select the Printer Icon.




DELIVERY OF 1095 FORMS VIA MESSAGE CENTER AND EMAIL

Follow one set of instructions for the delivery method that corresponds to methodology your district will be using.

DELIVERY OF 1095 FORMS VIA MESSAGE CENTER 1. Upon display of the 1095 forms on the screen for each employee, select “Export Report to

Message Center” at the top of the screen”

2. Make sure there is a checkmark in the option “Create Individual Employee pdf files in the

Message System”. 3. Select “Send Now” 4. When the process is complete, select “OK” on the message 5. A Message Center Screen will display. Close that screen. 6. The forms will automatically be sent to each employee’s portal at this time and is immediately

accessible by the employee.

DELIVERY OF 1095 FORMS VIA EMAIL

1. Upon display of the 1095 forms on the screen for each employee, select “Export Report to Message Center” at the top of the screen.

2. Make sure there is a checkmark in the option “Create Individual Employee pdf files in the

Message System”. 3. Select “Send Now”




4. When the process is complete, select “OK” on the message 5. A Message Center Screen will display. Close that screen. 6. Select Payroll Processing, then “Direct Deposit eMail” 7. Select the 1095 Form option in the “To” option 8. Select the employees who will receive their 1095 form via email. 9. Select “Send E-Mail”




ELECTRONIC FILING

To file your 1094 and 1095 electronic submissions, use the information below. For any questions regarding this electronic submission, please consult with your accountant, auditor, or the IRS.

1. Select Payroll Processing 2. Select State/Federal Reporting 3. Select Affordable Care Act Reporting 4. On the menu to the right, select “1094C-1095C Electronic Submission”

5. Fill out the Transmitter and 1094c information which starts under the “Instructions” box with RED Numbers 1-5. There are several areas which must be completed. Be sure to scroll all the way down the screen so no areas are missed. Pay careful attention to ALL areas on the screen and answer accordingly for your filing. If you have ANY questions on how to answer these questions or which questions you need to answer, please consult the IRS or your accountant/auditor.

6. When submitting information to the IRS, you will either be submitting test information or production information. When you select the “Test” option you will then be able to select which test you will use in step 3, 4 and 5 of our process. In production mode, you will follow the same process as the test process.

If you have completed a Test File with the IRS for 1095 filing, select “Production”

7. Select “Create Files for 1094c/1095c” to create data files. These files will be formatted per the current IRS specifications.

8. Select “Download File” to save the created data files to a location of your choosing. A password has been added to the download file because of the sensitive nature of the data being saved.

The file that is created will be a zip file.

You must extract the files from this zip file prior to uploading the file. There will be 2 files in the zip file (as shown below)

The password, needed for unzipping this file, will be your TCC number.

9. Select “IRS Upload Site (Live)”. Log into the IRS website and follow their directions to transmit either the Test files or the Production Files included in the password protected file you downloaded in step 8.




1095-B (Health Coverage Form)

To read up on this form please visit this link https://www.irs.gov/uac/About-Form-1095-B Page 1

Page 2





1095-C (Employee Provided Insurance Offer & Coverage)

To read up on this form please visit this link https://www.irs.gov/uac/About-Form-1095-C Page 1

Page 2





Third Party Interface (Set-Seg)

To create the Set-Seg reports click on the below link and search for set-sag. http://help.schooloffice.com/financehelp/

http://help.schooloffice.com/financehelp/




Appendix

Where does the information that prints on the 1095-B and 1095-C come from in the SDS system?

1095-B Form Example

https://www.irs.gov/pub/irs-pdf/f1095b.pdf

https://www.irs.gov/pub/irs-pdf/f1095b.pdf




1095-B SDS Data Field Reference




1095-C Form Example

https://www.irs.gov/pub/irs-pdf/f1095c.pdf

1095-C SDS Data Field Reference Table

https://www.irs.gov/pub/irs-pdf/f1095c.pdf




Handout for Employees - How to Enter Dependents into Employee Portal

Below will step you through how to enter your dependents into the SDS Employee Portal for ACA reporting.

1. Login Web Financial Office 2. Click on Employee Portal 3. Click on Change Basic Information 4. Click on ACA Dependent Information

5. Click on the + to add a dependent.

6. Enter their data.

Note: If you enter a dependent without a last name, the SDS system will add the employee’s last name to the dependent records when the office approves the entry.

7. Click on save

8. Repeat by clicking on +, enter data and save for each dependent.